PRE-PRODUCTION & SHOOT CHECKLIST
Designed to be used on every job to help share the responsibility of making shoots more sustainable, this checklist will take you through the AdGreen way of working. The most important thing is to talk to everyone about how they can help share the responsibility - from the agency to the background artists. You'll see that there are lots of links to text which you can copy and paste. These sections will help you spread the word quickly. When you're done, why not share your experience with us to try to inspire others? And if you need inspiration, you can check out our case studies, from those who have been there and done it already.
You can also download a pdf version by clicking here (opens in a new tab).
GET SET UP: IN THE OFFICE
Email freelance production staff before they start to let them know this is going to be a greener shoot. If you're a freelancer, talk to the head of production and your production team about how you would like to conduct the shoot
Start a digital job folder
Select a casting studio that works with digital headsheets
Set your computer to default print black & white, double-sided and draft mode
Use a low-emission cab service (AddLee Eco, Creative, EcoIgo etc)
Take public transport to meetings and tech recces
Use UK-based crew
Make use of trains instead of planes for domestic travel
Use Skype or Go To for meetings
Give Oyster cards to visiting directors and crew to save on taxis
Doing welcome packs? Include useful items rather than throwaway ones - what about a KeepCup or branded water bottle to introduce them to your green agenda?
Put rubbish and recycling into main bins instead of small desk bins (the contents don't usually get recycled)
Turn off laptop, lights, printer each night
SET THE AGENDA: GREEN CHECKLISTS FOR CREW & HoDs
Engaging the crew as early as possible in your greener shoot is key. You might even want to draw attention to these points whilst bidding, in case you need to add any art department costs associated with rehoming or sustainably disposing of sets. Handily we've created a checklist for your crew members and HoDs, which you can read through here. Direct them to this checklist by using the following intro plus the links below - or the points can be copied and pasted into an email.
We are working with AdGreen (a sustainability initiative supported by the APA), and trying to act more sustainably during this production. This is a green deal memo: a list of things we’d like you to incorporate into your prep, and on set. Please pass these measures on to the rest of your team. There will be more info in the call sheet email too, so keep an eye out for it! Find out more about AdGreen on the website http://www.adgreen-apa.net, and you can find us on Twitter, Instagram and Facebook using @AdGreenAPA.
| Things everyone can do
DoP & Electrical dept
Camera team & DIT
| Costume dept
Make-Up & Hair
AD dept & Runners
ASK THE GREEN QUESTIONS
The next step is talking to suppliers. Again we've written a list of questions, which you can read through here. Direct them to these by using the following intro plus the links below - or the points can be copied and pasted into an email.
We are working with AdGreen (a sustainability initiative supported by the APA), and trying to act more sustainably during this production. We have a few things to go through with you… Find out more about AdGreen on the website http://www.adgreen-apa.net, and you can find us on Twitter, Instagram and Facebook using @AdGreenAPA.
REDUCE, REUSE, RECYCLE: HAVE A CHAT
Once your crew and HoDs have had some time to digest their green checklist items, have a chat about the following things, as relevant to your shoot:
Re-homing for prop/costume makes/buys, and any not previously discussed costs
Ditto with any surplus food
Whether any low energy lighting could be used
Whether you can have a poly-free shoot (in terms of catering but also lighting) - you can always hire Get Set Hire’s noticeboard for the AD dept’s boards and schedules
How on set recycling will be set up and managed on location or at the studio - have a look at our recommended companies here. If using location's own waste/recycling facilities, have this is written into the contract
Reusing and recycling items like croc clips, gels, poly, Ram Board, batteries and Nespresso pods - you can use our signage to help spread the word on the shoot day
Drinking water/water cooler availability... you can always hire tabletop coolers - more about hiring them here
Whether you need to add any Ram Board, table top water coolers, pop up bins, black bags, clear bags, noticeboards or jugs + glasses to your location hire order
TELL THE AGENCY: THE PPM
This is a great opportunity to let the agency know what you're up to. Many agencies are aware of AdGreen, and chances are their client will have a sustainability policy too. Find out whether you need their permission in rehoming items, and let them know how you'll be conducting the shoot, in terms of recycling and water…
You don't need a PPM book printed, you're happy to annotate a digital copy
Minimal printing of storyboards etc so they should view digitally on set if possible
Bring a reusable coffee cup/mug and metal/plastic bottle to help cut down on waste - remind them to bring their KeepCup if you gave them one in a welcome pack!
What will be happening to any prop/costume makes or buys, and surplus food
Why not ask them to add a page in the PPM book with notes about everything you're trying to achieve during the production?
GREEN REQUESTS & GOALS: THE CALL SHEET
Another opportunity to communicate to everyone who will be coming on set. Add a logo and the green info to the location section of your call sheet to set out what you would like people to do, and what you hope to achieve - click on the links to copy and paste:
SPREAD THE WORD & GET PREPARED: THE NIGHT BEFORE
The more you can remind people, the more successful the sustainability measures will be - forewarned is forearmed!
Copy the call sheet green info to the email body and send to agency, crew, cast and background artists, to remind about recycling, cups, mugs etc
Remind them again when you call with call times and location details
Email the runners to remind them about helping with recycling, naming bottles etc
Check your location manager has (laminated) signs, bags, bins etc ready to go - if not, point them here for signs
Print minimal double-sided call sheets, scripts, storyboards, schedules (just A3's if possible)
Print A3 copies of the call sheet, storyboards and schedule for pinning up
Print a few schedules for key HoDs if they can't view via tablets on the go
Make sure you've kitted your production bag with these items to help you on set
Pack your reusable coffee cup/mug and metal/plastic bottle
ENCOURAGE & MONITOR: ON SET
Hopefully by the time the shoot is underway, everyone is fully aware of what’s happening on set as they’ve seen their checklist items, call sheet etc. However you might need to remind people occasionally…
Check the recycling has been set up properly first thing and that people are being encouraged to do it properly - keep an eye out for solo black bags and missing signs
Brief runners to ensure they're aware of what you'd like them to keep an eye on, and ask them to set up buckets to collect Nespresso pods and croc clips if necessary
Encourage cup and bottle re-use with your signage - remind people to name bottles and cups, and refill them from the cooler/5 litre bottles/on set drinking water
Make sure relevant departments are aware of arrangements for rehoming food, props and costumes - now is the last chance to organise anything
Make sure the lighting department is aware that you would like croc clips and any usage gel offcuts and poly sheets (if you have them) sent back
Don't forget to take pics of anything that's worth sharing and send them to us!
SPREAD THE WORD (AGAIN): ON WRAP
Telling everyone involved how the green measures went will encourage them to spread the word about what was achieved, and wrapping up digitally will encourage digital systems to be adopted. More info on going paperless here
Thank everyone - tell them about any achievements: Were no individual call sheets printed? How many bags of waste did you divert from landfill?
Ask for invoices digitally, rather than in the post - from both crew and suppliers
If on location, email the waste collector to ask for the waste transfer note (WTN) - the production company is legally responsible for the transfer and disposal of waste from the shoot, and the WTN must be kept on file for 2 years (sometimes waste transfer companies issued statement of these annually)
Use scrap paper for sticking down receipts
Annotate received invoices digitally using Preview/similar to accounts
Send job files and invoices digitally i.e. via Dropbox
Consider offsetting the carbon expended on your shoot with Carbon Aware Productions, for a very small fee
Help us make this more commonplace by spreading the word about your greener shoot, and about AdGreen's resources!
Like us on Facebook, Twitter and Instagram
Have your company Facebook, Twitter and Instagram pages like and follow us too
Post about your shoot on any of the above, tagging us in using @AdGreenAPA
Subscribe to the latest news and sign up for the newsletter
Tell your production friends about the resources available to help them make their next shoot greener
Help us write a case study for your shoot - 3 or 4 green points and a few pics is all it takes to help inspire others to be greener on their shoots